Office Administrator (Part Time - 12 months FTC) - 32 hours per week

Smartlyio; Berlin; Vor Ort; EUR 28.000 - 36.000; Teilzeit

Zusammenfassung

Smartly is seeking an Office Administrator (m/f/d) in Berlin to support the Office Management team and act as the on-site contact for employees, visitors, and service providers. The role requires fluency in German and English and involves handling day-to-day operations, guest support, and vendor coordination.

You will manage office supplies, inventory, budgets, mail, events, and IT-related equipment in a collaborative, international environment.

Qualifikationen

• Completed commercial/business administration training or a comparable qualification.
• Ideally 2–3 years of experience in office management, reception, or a similar administrative role.
• Experience welcoming and supporting guests in a professional environment, including international visitors.
• Experience managing vendors and external service providers.
• Knowledge of office supply management, purchasing, and inventory control.
• Experience monitoring budgets and tracking operational expenses.
• Experience handling incoming and outgoing mail, deliveries, and general office administration.
• Proficiency in Microsoft Office or Google Workspace; experience with Slack is an advantage.
• Fluent German and English, both written and spoken.

Aufgaben

• Manage the day-to-day office operations to ensure a smooth and efficient workplace.
• Maintain office supplies, inventory, and equipment while coordinating orders and deliveries.
• Manage vendor relationships, including food and beverage services.
• Monitor office and storage inventory levels and ensure timely replenishment.
• Liaise with external vendors, service providers, and building management.
• Experience in planning, organizing, and delivering employee and client events.
• Support office budgeting and track operational expenses.
• Act as the first point of contact for employees, visitors, and vendors, creating a welcoming and professional office environment.
• Welcome and support guests, ensuring a positive visitor experience.
• Manage and maintain the office key inventory and access records.
• Handle incoming and outgoing mail and coordinate deliveries.
• Support internal meetings and the day-to-day operation of the office.
• Organize internal employee events (approximately two per year).
• Support the planning and execution of customer events in collaboration with the Workplace team.
• Distribute laptops and mobile phones to new employees.
• Support equipment replacements and returns.
• Work closely with the IT team to maintain an accurate physical and digital equipment inventory.

Kenntnisse

Office management

Guest reception

Vendor management

Budget tracking

Mail handling

Organizational skills

Independent working

Customer service mindset

Fluent German

Fluent English

Ausbildung

Business administration training

Tools

Microsoft Office

Google Workspace

Slack

Jobbeschreibung

Office Administrator (m/f/d) – 32 hours per week

Candidate Profile

To support our Office Management team, we are looking for a reliable, service-orientedOffice Administratorwho can independently manage the day-to-day operations of our Berlin office while acting as the primary on-site point of contact for employees, visitors, and service providers.

As our Berlin office supports both local and international teams, the successful candidate must be comfortable working in both German and English. While English is the primary language of communication within the office, the role requires fluency in German to liaise with local vendors, building management, service providers, visitors, and authorities.

Professional Requirements

• Completed commercial/business administration training or a comparable qualification
• Ideally 2–3 years of experience in office management, reception, or a similar administrative role
• Experience welcoming and supporting guests in a professional environment, including international visitors
• Experience managing vendors and external service providers
• Knowledge of office supply management, purchasing, and inventory control
• Experience monitoring budgets and tracking operational expenses
• Experience handling incoming and outgoing mail, deliveries, and general office administration
• Proficiency in Microsoft Office or Google Workspace; experience with Slack is an advantage
• Fluent German and English, both written and spoken

Personal Profile

• Strong customer service mindset with a natural hospitality approach
• Friendly, confident, and professional demeanor
• Highly organized with the ability to work independently and manage priorities
• Hands-on attitude with the ability to coordinate multiple tasks simultaneously
• Reliable, proactive, and takes ownership of responsibilities
• Enjoys working in a collaborative and international environment

Key Responsibilities Office Operations

• Manage the day-to-day office operations to ensure a smooth and efficient workplace
• Maintain office supplies, inventory, and equipment while coordinating orders and deliveries
• Manage vendor relationships, including food and beverage services
• Monitor office and storage inventory levels and ensure timely replenishment
• Liaise with external vendors, service providers, and building management
• Experience in planning, organizing, and delivering employee and client events
• Support office budgeting and track operational expenses

Front Desk & Workplace Experience

• Act as the first point of contact for employees, visitors, and vendors, creating a welcoming and professional office environment.
• Welcome and support guests, ensuring a positive visitor experience.
• Manage and maintain the office key inventory and access records.
• Handle incoming and outgoing mail and coordinate deliveries.
• Support internal meetings and the day-to-day operation of the office.
• Organize internal employee events (approximately two per year).
• Support the planning and execution of customer events in collaboration with the Workplace team.

Basic IT Support

• Distribute laptops and mobile phones to new employees
• Support equipment replacements and returns
• Work closely with the IT team to maintain an accurate physical and digital equipment inventory

About Smartly

Smartly is the AI-powered advertising technology company transforming ad experiences for brands and their consumers. Our comprehensive advertising platform seamlessly integrates the capabilities of media, creative, and intelligence to power more than 800 billion impressions and generate more than 300 billion creatives annually, delivering tangible business outcomes for brands and advertisers.

Smartly is the only company in the industry recognized as a Leader in The Forrester Wave: Creative Advertising Technologies with PwC validating the results it delivers for brands. We manage creative and media for 700+ brands worldwide and $6B in ad spend across the largest media platforms, including Facebook, Google, Instagram, Pinterest, Snap, and TikTok. Our end-to-end technology, unmatched access to media platforms and exceptional customer service help Fortune 500 brands to reach and engage consumers and learn what performs best.Smartly is a multinational and diverse team of 750+ Smartlies from 60+ nationalities, working in 13 countries. Together, we want to create and maintain an inclusive environment where everyone feels respected and heard. Our Diversity, Equity & Inclusion approach is at the heart of it.

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